Privacy Policy

1. Introduction

CleanRoll Technologies LLC ("CleanRoll", "we", "us", or "our") operates CleanRoll.ai, an AI-powered rent roll standardization service for commercial real estate professionals. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using CleanRoll.ai, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, and password when you create an account
• Payment Information: Billing address and payment card details (processed securely by Stripe)
• Uploaded Documents: Rent roll files you upload for processing (Excel, CSV, PDF)
• Communications: Information you provide when contacting support or giving feedback

2.2 Information Collected Automatically

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, features used, time spent on the Service
• Log Data: IP address, access times, referring URLs
• Cookies: Session cookies for authentication and preferences

2.3 Information from Third Parties

• Google OAuth: If you sign in with Google, we receive your name, email, and profile picture
• Stripe: Payment status and subscription information

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our Service
• Process your rent roll documents and deliver standardized outputs
• Process payments and manage your subscription
• Send transactional emails (account confirmation, receipts, processing notifications)
• Respond to your comments, questions, and support requests
• Monitor and analyze usage patterns to improve our Service
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

4. Document Data Processing

When you upload rent roll documents, we process them as follows:

AI Processing: We use Anthropic's Claude AI to analyze column headers and sample data for intelligent mapping. The AI receives only the structural information needed for mapping (headers, sample values) - not your complete dataset. We do not use your data to train AI models.

Your Data Ownership: You retain full ownership of all documents you upload and all processed outputs. We claim no rights to your data beyond what's necessary to provide the Service.

5. Data Retention

You may request deletion of your data at any time by contacting support or deleting your account through settings.

6. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in Transit: All data transmitted to and from our servers uses TLS 1.3 encryption
• Encryption at Rest: All stored data is encrypted using AES-256 encryption
• Secure File Storage: Uploaded files are stored in Cloudflare R2 with access controls
• Payment Security: Payment processing is handled by Stripe (PCI DSS compliant)
• Access Controls: Employee access to user data is restricted and logged
• Regular Audits: We regularly review and update our security practices

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Data Sharing and Disclosure

We do not sell your personal information or rent roll data. We may share information only in the following circumstances:

7.1 Service Providers

We work with third-party service providers who assist in operating our Service:

• Anthropic: AI processing for column mapping (receives only headers and sample data)
• Stripe: Payment processing
• Cloudflare: CDN and file storage (R2)
• Railway: Application hosting

7.2 Legal Requirements

We may disclose information if required to do so by law or in response to valid legal requests (e.g., subpoena, court order).

7.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you of any such change.

7.4 Aggregated Data

We may share aggregated, anonymized statistics that cannot identify you (e.g., "X% of rent rolls contain lease expiration dates").

8. Cookies and Tracking

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication and security (session management)
• Preference Cookies: Remember your settings (e.g., dark mode)
• Analytics Cookies: Help us understand how you use the Service

You can control cookies through your browser settings. Disabling essential cookies may prevent you from using certain features of the Service.

9. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data
• Portability: Request your data in a portable format
• Objection: Object to certain processing of your data
• Restriction: Request restriction of processing

To exercise these rights, please contact us at [email protected].

Account Controls

You can manage your data directly through your account settings:

• Update your profile information
• Delete saved templates
• Download your processed data
• Delete your account entirely

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request disclosure of categories and specific pieces of personal information collected
• Right to Delete: Request deletion of personal information
• Right to Opt-Out: Opt out of the sale of personal information (we do not sell your data)
• Right to Non-Discrimination: Not receive discriminatory treatment for exercising your rights

To exercise these rights, contact us at [email protected] or call us at the number provided below.

11. International Data Transfers

CleanRoll.ai is operated from the United States. If you access our Service from outside the US, your information will be transferred to, stored, and processed in the United States.

By using our Service, you consent to the transfer of your information to the United States, which may have different data protection laws than your country of residence.

12. Children's Privacy

CleanRoll.ai is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately and we will delete the information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on this page with a new "Last updated" date
• Sending an email to the address associated with your account (for material changes)

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: